25/09/2026
HOW TO WRITE AND ANSWER A QUERY LETTER
Welcome back to another lesson on Oge’s Page, where we learn English with ease.
Today, we are looking at an important type of formal letter:
QUERY LETTER
WHAT IS A QUERY LETTER?
A query letter is a formal letter written by an employer, head of an organisation, or person in authority to ask an employee to explain an alleged misconduct, negligence, absence, lateness, or failure to carry out a duty.
For example, an employee may receive a query for:
- Coming late to work.
- Being absent without permission.
- Failing to carry out an assigned duty.
- Disobeying an official instruction.
- Neglecting an important responsibility.
📝 HOW TO WRITE A QUERY LETTER
A query letter should be:
✅ Formal
✅ Clear and direct
✅ Specific about the issue
✅ Professional and respectful
It should normally contain:
1. The sender's address
2. Date
3. Recipient's address
4. Salutation
5. Heading/title
6. The reason for the query
7. A request for an explanation
8. Appropriate closing
9. Name and position of the writer
✍️ SAMPLE QUERY LETTER
The Principal,
Brighter Memory Academy,
Port Harcourt.
24 September 2026
Mrs. Jane Okafor,
English Department,
Brighter Memory Academy,
Port Harcourt.
Dear Madam,
QUERY FOR UNAUTHORISED ABSENCE
It has been observed that you were absent from school on 23 September 2026 without obtaining prior permission from the school management.
Your absence affected the scheduled lessons for the day and left your assigned classes unattended.
You are hereby required to explain in writing, within the stipulated period, the reason for your absence.
Your response should clearly state the circumstances surrounding your absence.
Yours faithfully,
Mr. Abu.
Principal
HOW TO ANSWER A QUERY LETTER
When answering a query, do not ignore the issue.
Your response should:
1. Acknowledge the query.
2. State the reason clearly.
3. Explain the circumstances briefly.
4. Apologise if appropriate.
5. Assure the authority that the situation will not be repeated, where appropriate.
✍️ SAMPLE ANSWER TO THE QUERY
12, School Road,
Port Harcourt,
Rivers State.
24 September 2026
The Principal,
Brighter Memory Academy,
Port Harcourt.
Dear Sir,
RE: RESPONSE TO QUERY FOR UNAUTHORISED ABSENCE
I am writing in response to the query issued to me concerning my absence from school on 23 September 2026.
I was unable to come to school because of an unexpected family emergency that required my immediate attention. Unfortunately, I was unable to obtain permission before leaving.
I sincerely apologise for my absence and for any inconvenience it may have caused the school. I will ensure that I communicate with the school authorities promptly should a similar situation arise in the future.
Thank you for your understanding.
Yours faithfully,
One GladGla
REMEMBER
QUERY LETTER:
➡️ “Explain why you did this.”
ANSWER TO QUERY:
➡️ “Here is the reason and explanation.”
A good answer should be truthful, respectful, concise, and directly related to the issue raised in the query.
📝 TEST YOURSELF
Imagine that your principal gives you a query for coming late to school three times in one week.
👉 What reason would you give in your response?
Write one or two sentences in the comment section.
Let's see who can give a clear and professional response! 👇📚
Oge’s Page — where we learn English with ease.
